See who was told about work you assign
When you give someone work, you want to know that they’ve heard about it. VirgilTrack tells you, in a short message on your screen, who will get an email or a text, who won’t and why, and then when each email or text has actually gone out.
When you see these messages
Section titled “When you see these messages”You see them after you:
- delegate a task, or give it to someone else. See Delegate a task and Follow up work you delegated.
- change the due date of someone’s task,
- reopen a task you delegated,
- make someone responsible for a risk control. See Risk controls.
- assign a calendar event or task to a person or a department. See Add an event.
It doesn’t matter where you do it: on a task, in the planning screens, in the calendar or through Virgil Copilot.
What the message looks like
Section titled “What the message looks like”The message appears in the top-right corner of the screen.
- Its title is Notification, with a tick, when everything is going as expected.
- Its title is About the notification, with a warning sign, when something needs your attention: a colleague will only see the work inside VirgilTrack, or an email or text didn’t go through.
A message closes by itself after a few seconds; one that needs your attention stays for about 15 seconds. Select the cross to close it sooner. If you assign several things at once, the news comes together in one message, one line per person.
First: who will be told, and how
Section titled “First: who will be told, and how”Straight after you save, you see one line for each person, for example:
| Line | What it means |
|---|---|
| “Lina Kambonde will get an email and a text.” | Both are on their way. |
| “Lina Kambonde will get an email; no text (no confirmed phone number).” | The email is on its way. A text can’t be sent, for the reason in brackets. |
| “Lina Kambonde will get an email and a text at 07:00 their time (no texts at night).” | It’s night where they are, so the text waits until the morning. |
| “Lina Kambonde will only see it in VirgilTrack: …” | No email or text can be sent, for the reasons given. They will see the work in VirgilTrack, and a notification under the bell. |
| “Lina Kambonde was already notified about this earlier, so nothing new was sent.” | They were told about this exact change before. |
| “You assigned it to yourself, so no notification was sent.” | Nobody needs to be told. |
| “The notification couldn’t be sent: …” | Something went wrong before any email or text could be prepared. Your change is saved. Tell the person another way if it’s urgent. |
Then: when each email or text goes out
Section titled “Then: when each email or text goes out”A few moments later, another message tells you what happened to each email and text:
| Line | What it means |
|---|---|
| “The email to Lina Kambonde was sent.” | It has left VirgilTrack. The same goes for “The text to …”. |
| “The email to Lina Kambonde didn’t go through (…). Trying again in 5 minutes.” | That try failed, for the reason in brackets. VirgilTrack tries again by itself, waiting longer each time: up to six tries in all, over about eight and a half hours. |
| “The text to Lina Kambonde couldn’t be sent: …” | Every try failed. |
When an email or text fails for good, you also get a notification under the bell, “Couldn’t email …” or “Couldn’t text …”, saying “VirgilTrack tried several times but the … couldn’t be sent”. So you find out even if you’ve moved on to something else. Selecting it opens your notification settings. See Notifications.
Why someone wasn’t told
Section titled “Why someone wasn’t told”| Reason in the message | What it means | What can be done |
|---|---|---|
| “no email (no address on file)” | The person has no email address in VirgilTrack. | Ask your administrator to check the person’s account. |
| “no text (no confirmed phone number)” | The person hasn’t added or verified a mobile number. | Ask them to verify their number. See Add or verify your mobile number. |
| “no text (doesn’t accept texts)” | The person has switched off Texts and calls. | Tell them another way if it’s urgent. |
| “no text (turned off for “Work delegated to you”)” | The person doesn’t want texts about this kind of work. | Tell them another way if it’s urgent. |
Emails about work delegated to someone can’t be switched off, so as long as they have an email address, they get one.
- When someone will only see it in VirgilTrack, and the work is urgent, tell them in person, by phone or in Private chat.
- Check your own settings in Settings, then Notifications to see what your colleagues can choose. See Choose your notifications.